How does the process of signing documents go by traditional means? The printed contract is usually signed by representatives of one company, and then packed with the attachments in an envelope and sent to the contractor – usually through a courier service. Sometimes colored slips of paper are glued on the document, so the contractor knows what to pay attention to and where to sign. What does a similar process carried out electronically look like?

How does the DocuSign® work?

The envelope is the most important element of the DocuSign® platform. One envelope is one concluded agreement, or one transaction. The whole process happens analogously to the traditional way of a signed document. The person who prepares the contract, attaches the contract document and other files necessary to finalize the contract (these can be files in various formats, including Excel, Word, PDF or image). Each document is turned into a PDF file, which is stamped with an envelope identifier. And that’s it! The envelope in DocuSign® is ready.

Envelope created and what next?

Once the envelope is prepared and “filled” with the appropriate files, you need to indicate the recipient of the envelope. The recipient can be one or there can be several. Persons authorized to sign can sign at the same time, at their convenience, without having to wait for their turn or according to a predetermined order. Within one person, different people can sign using different types of signatures. For example – in the case of an employment contract, the employer should sign using a qualified certificate, but the employee can already use a simple electronic signature. Recipients of the envelope are divided into those who sign, those who initial, and those who only receive a copy for their information.

Each recipient receives an email notification of the pending document. The person preparing the envelope can personalize both the title and the content and language of the e-mail notification.

How does the recipient sign in DocuSign®?

The person who prepares the envelope can precisely indicate the places where recipients are to sign. This is a very practical feature that streamlines the work and avoids misunderstandings. This option can be compared to yellow cards stuck to the contract with the notation “Sign here”. The ability to insert a graphic signature, visible at a glance, in the indicated place is a great advantage of DocuSign®, which distinguishes the platform from its competitors.

What should you keep in mind when preparing a contract in DocuSign®?

• Send the envelope to business email addresses. Applying a non-qualified electronic signature does not require proof of identity. The only confirmation is just the email address, so it is much safer to use official business addresses.
• Always indicate where to sign. Although DocuSign® also allows you to leave it up to the recipient to choose where to sign, the most convenient option is to specify the signature fields in advance.
• Remember that one transaction is one envelope. The envelope is consumed when the process of collecting signatures starts. It is worth remembering that an envelope that has been rejected by the recipient is also considered consumed.
• Edit before the first person signs. If you realize that the envelope contains errors, you can substitute the document before it is signed by the first recipient. Later you will no longer have this option and a new envelope will have to be created.

Is it clear to you what an envelope is in DocuSign®? If you have questions or want to see live how to prepare an envelope and how DocuSign® works, schedule a free online presentation. Feel free to contact us!